A Human Resource is any employee or person connected with a company. Human Resources is commonly referred to as HR.

Transcription

1

2

3 Table Of Contents... 1 Managing Human Resource Information... 1 Managing through a Floor Plan... 2 The HR Console... 3 The Human Resource Console... 3 Record Management & Retrieval... 9 HR Search and HR Search Results Forms... 9 Adding Assigning to Spaces Deleting Editing HR Records Exporting Human Resource Records Exporting Human Resource Layouts Importing HR Records Human Resource Imports...17 Searching for Viewing Index i

4

5 Managing Human Resource Information A Human Resource is any employee or person connected with a company. is commonly referred to as HR. e-center One provides you with extensive search, retrieval, and editing capabilities for your HR records, as well as ways to view HR Space allocations through your Floor plans. Since the HR records and the Floor plans are integrated through links in e-center One, you can manipulate space assignments through the HR records, and you can update HR records through the Drawing Console. 1

6 Managing through a Floor Plan You can view and edit Human Resource information starting from the floor plan in the Drawing Console. Open the Space Console to a specific space, then click HR to work with the Human Resource information for a floor plan. Step Action Result 1 Execute a Space record search. The floor plan opens, with the drawing zoomed to the space you requested. The Space Console opens at the same time. 2 click the HR tab. A list of all people assigned to the space appears. 3 Double-click the record you want to see. The Human Resource Console opens. 4 Enter any changes to the HR information in the text boxes, and click Save. The HR record is updated, and you return to the Space Console. 5 Continue editing records, or click Exit. The Space Console closes, and you return to the floor plan. 2 V6.0.0

7 The HR Console The Human Resource Console Following a search for HR records, use the Human Resource Console to view and edit information about a Human Resource. HR Console Tabs Attributes (Console Default) General Information An asterisk preceding the field label indicates the information is required. Employee No. Salutation * First Name Middle Name * Last Name Title The person's unique identifier for payroll, accounting, personnel, and location records (cs00012, ACC416-b, CSI>IT>FJS>001). The courtesy title or honorific title that precedes the person's full or last name (Mr., Ms., Mrs., Dr., Rev.). The person's given name (Frederick, Alison, James). Required. The person's middle name (James, Woodrow, Barnes. The person's surname (Smith, Dhutta, Wilson). Required. The person's business title (Chief Architect, Technical Writer, Custodian). Business Units Division An area of corporate activity organized as an administrative or functional unit. Divisions often behave as "companies within companies," and have significant financial and behavioral autonomy (Aircraft Engines and Diesel Engines are divisions of the MegaEngine Corporation, and they operate independently of the parent 3 v6.0.0

8 organization). Department An area of corporate activity specializing in a particular service or discipline (Personnel, Legal, Accounting, Information Technology). Contact Information Work Phone Home Phone Fax Mail Stop Address Street 1 Address Street 2 City State Abbreviation Zip Code Area The person's business telephone and extension numbers ( , ext. 447). The person's home telephone number ( , ). The person's business facsimile (fax) number ( ). The person's business mail delivery location (MS-447, CS4/WS104). The person's business address (fsmith@megaengine.com, ADhutta@MegaEngine.com, jamesw@megaengine.com). The person's home street address (14 Fairview Lane, 2765 Blue Hill Drive). Second line of person's home street address (Unit 17G, Apartment C, Ground Floor). The city where the person lives (Boston, New York, San Francisco, Houston). The two-letter abbreviation for the state where the person lives (MA, NY, CA, TX). The five-digit number for the person's postal code (02090,10001, 90210). The US geographic region where the person lives (Northeast,Southwest, Mid-West). 4 V6.0.0

9 Country The country in which the person lives (USA). Employment Information HR Employee Type HR Status HR Grade Level Work Hours The type of employee the person is for the purposes of company record-keeping (Full-Time, Part-Time, Contractor, Full- Time Terminated, Contract Terminated). The person's current employment status with the company (Active, Terminated, Probation, Notice Period). If your company uses them, the person's current Grade Level as determined by his or her job description (GS14, Eng 7, ACL14). The person's standard workday hours (9 AM to 5 PM, 7:00a - 4:30p, 0730:1645, 40hrs/week, MWF). Hire Date The person's date of hire (10/15/01, October 15, 2001, 15/Oct/2001). End Date The person's last day of employment (10/16/01, October 16, 2001, 16/Oct/2001). User Defined Attributes User Defined Attributes are optional business unit-specific items that identify something additional about the person. Typical User Defined Attributes include: CPR Document Coordinator EMT Fire Warden The person is qualified to administer Cardio-Pulmonary Resuscitation in emergency situations. The person is responsible for keeping track of and filing regulatory documents and certifications. The person is a trained Emergency Medical Technician. The person is the designated Fire 5 v6.0.0

10 Warden for the zone, floor, or building. Handicapped Mail Coordinator Parking Property Pass The person requires special access. The person collects and distributes postal mail for the assigned business unit. The person holds a company parking pass. The person holds a company property pass, and may take assets in and out of the business unit) Picture Import a photograph of an employee. You can import pictures as part of an import procedure, or manually import them. Employee pictures must be in JPEG or GIF format. e-center one will only recognize the JPEG and GIF file format and file name extensions (.jpg or.gif). If you have a picture with another type of file name extension (for example,.bmp, or.pcx), open the picture using an application such as Photoshop and save the file as a JPEG or GIF file, with the appropriate format and file name extension. See HR Picture Import. Locations View the location assignments or assign the person to one or more spaces. Use the column headers to sort the listing by Portfolio, Site, Building, Floor, Location, Location Name, Function, Type, or Sq. Ft. Assets View the assignments or assign company assets (for example, furniture, fixtures, equipment) to the person. Use the column headers to sort the listing by Category Name, Class Name, Definition Name, Part Number, Manufacturer, Name, Description, HxWxD, or Replacement Cost. Work Orders View or assign Work Orders generated by the person. Use the column headers to sort the listing by Number, Name, Status, Priority, Category, Job Type, Created Date, Start Date, Completion Date, Assigned To, Requested By, Requested For Task Count Completed Task Count or % 6 V6.0.0

11 Complete. Labor Assign the person's default labor rates (per hour, overtime, and multipliers) for work orders and service requests. Work Orders This is a listing of information about all work orders for which the person is assigned as a service provider. Use the column headers to sort the listing by Number, Name, Status, Priority, Category, Job Type, Created Date, Start Date, Completion Date, Assigned To, Requested By, Requested For, Task Count, Completed Task Count, or % Complete. Rate Information Hourly Rate Overtime Multiplier Terms Net The per hour rate for the service provider's time charge. The hourly multiplier for the service provider's overtime charge (1.5, 1.667, 2.0). The terms for paying the service provider's charges (30, 60, 2/10 net 30, upon receipt). Service Codes Service Code Service Code Name Service Code Description The alphanumeric string your company uses to identify the service (GC-447, EL001). A descriptive name for what the Service Code represents (Gen. Carpentry Doors, Electric 001). A field for describing something additional about the Service Code. Documents A hierarchical listing of the folders and subfolders containing Documents, and a tabular listing of Name, File Name, Current Version, Read Only, Checked Out By, Checked Out Date, and Created By for documents associated with this person. Use the column headers to sort or resize the listing by any 7 v6.0.0

12 column. The default sort order is by Name. Double-click a row or click Record->New to open the Document Console. If you are creating an association, enter a name and a brief description of the document. Click Record->Import, and browse for the document to associate. Click Save to close the Console. Use the Manage Document Folders menu to add, remove, rename, and move folders in the hierarchical pane. For more information about the Console Documents tab, see Using the Documents Tab. 8 V6.0.0

13 Record Management & Retrieval HR Search and HR Search Results Forms The HR Search Form is what appears when you click HR on the e-center One menu bar. The results of your search appear in the HR Search Results Form. HR Search Form Buttons Button New Delete Search Clear Load Search Save Search Save Results to File Description Open the Human Resource Console to add a new Human Resource Record. Clicking the New button performs the same operation as clicking Record on the menu bar, and New on the resulting drop-down menu. When the Search Form first opens, this button is inactive. To activate the Delete button, you must first execute a record search. Execute a record search, based on the search criteria you enter or select for the search field text and drop-down boxes. (See How to Search for a Record) When your search completes, an HR Search Results Form containing all records that matched your search criteria appears. Initialize (blank out) any previously entered search criteria in the HR Search Form, so you can execute a new record search. Fill the HR Search Form search fields with a previously defined search criteria set. (See Saving and Loading a Search). Save the current HR Search Form search criteria for later use. This is useful when you must perform the same search on a routine or regular basis. Create a Tab Delimited text file that contains your HR search results. (See Saving Search Results)? Open this context-sensitive topic help. (See Using Context Sensitive Help). When you click Search, the HR Search Results Form appears. The total number of records that matches your search criteria may not display if your Administrator has restricted the display parameters to a number less than the number retrieved. The Status Bar at the bottom of the HR Search Results Form always shows you the exact number of records your search has returned. 9 v6.0.0

14 Adding Add HR records to your database one at a time, or through an import operation for multiple records. This procedure provides instructions for adding a single Human Resource record to your database. Step Action 1 Click HR on the e-center One menu bar. Result The HR Search Form appears. 2 Click New or click Record >New. The HR Console opens. 3 Use the text boxes and drop-down lists to enter the HR information, and click Save. Note that asterisks (*) preceding field labels indicate required information. Use the HR Console to add a picture, assign a work space, physical assets, work orders, or labor rates for the person. See The Human Resource Console. 4 Click Record >Exit. Return to the HR Search Results Form. 10 V6.0.0

15 Assigning to Spaces You can assign a Human Resource to a space through the Drawing Console, or via an import. Step Action 1 While in the Drawing Console, set your operational mode to Query/Edit. 2 Click the space where you want to assign a person. Result The operational mode is changed. The Space Console opens. 3 Click the HR tab, and then click Assign. The Assign Human Resource Console opens. 4 Search for the person you want to assign to the space, using search criteria to narrow the selection. 5 Select the HR record from the Search Results Form. The Search Results Form shows the HR record. The row is highlighted. 6 Click Assign. The record is associated with the space in the floor plan, and the person's name appears as a label in the assigned space. 7 Click Apply if you have more people to assign to spaces, or Close if you are finished assigning people to spaces. (Apply) The assignment is saved, but the Space Console remains open. (Close) The assignment is saved, the Space Console closes, and you return to the Drawing Console. 11 v6.0.0

16 Deleting Step Action 1 Click HR on the e-center One menu bar. 2 Use the text boxes and drop-down lists to narrow your search, and click Search. 3 Select the record(s) you want to delete. For contiguous multiple record deletions, hold down the Shift key, and use the mouse to select the records. For non-continuous multiple record deletions, hold down the Ctrl key, and use the mouse to select the records. Result The HR Search Form appears. The HR Search Results Form appears. The row is highlighted. In the case of multiple record deletions, the rows you selected are highlighted. 4 Click Record->Delete. A Delete Confirmation dialog box appears. 5 Click Yes. e-center One deletes the Human Resource record(s) from the database, the Console closes, and you return to the HR Search Results Form. 12 V6.0.0

17 Editing HR Records Step Action Result 1 Click HR on the e-center One menu bar. 2 Use the drop-down lists and text boxes to narrow your search criteria, and click Search. 3 Double-click the employee record you want to change. 4 Enter the changes in the text boxes and drop-down lists, and click Save. The HR Search Form appears. The search results appear in the HR Search Results Form. The HR Console opens. The changes are saved, and you return to the HR Search Results form. 13 v6.0.0

18 Exporting Human Resource Records When you export Human Resource records, you export the full set of human resources records from the database. Step Action Result 1 Click HR. The HR Search Form appears. 2 Click Record->Export. The Export HumanResource dialog box appears. 3 Select Tab Delimited as the Format, HumanResources as the Document Type, and if it's not already checked, click the Include Headers Box. Click Browse. 4 Browse your disk to find a location for the file, and then provide a name in the File name field. The Save Export HumanResource File dialog box opens. The export file name and disk save location is selected. 5 Click Save. The file is ready for export. 6 Click OK. Your HR record file is exported to the named disk file, and you return to the HR tab on the e-center One menu bar. v Copyright 2003, V6.0.0

19 Exporting Human Resource Layouts When you export a Human Resource space layout record, you export a copy of the data that contains information about both the people and the spaces in which they work. Step Action 1 Click HR on the e-center One menu bar. Result The HR Search Form appears. 2 Click Record->Export. The Export HumanResource dialog box opens. 3 Select HumanResourcesSpaceLayout as the Document Type, Tab Delimited as the Format, check the Include Headers box, and click Browse. 4 Browse your disk to find a location for the file, and then provide a name in the File name field. The Save Export HumanResource File dialog box appears. The export file name and disk save location is selected. 5 Click Save. The file is ready to export. 6 Click OK. Your HR Layout Record file is exported to the named disk file, and you return to the HR Search Form. 15 v6.0.0

20 Importing HR Records Before you begin an import, you must prepare the spreadsheet.txt file you are importing. (See Preparing a Human Resource File for Import). Step Action 1 Click HR on the e-center One menu bar. Result The HR Search Form appears. 2 Click Record->Import. The Import Data dialog box opens. 3 Select HumanResource as the Document Type, Tab Delimited as the Format, and click Browse. The Select Import Data dialog box opens. 4 Select the import file, and click Open. You return to the Import Data dialog box. 5 Click OK. The Import HumanResources Console opens. The Console shows Unassigned Columns in the left pane, and Assigned Columns and Keyed Status in the right pane. All columns are in the left pane when the Console opens. 6 Use the directions buttons between the panes to move columns from Unassigned to Assigned. 7 Check a box to the left of at least one Assigned Column to select it for keyed status, which uniquely identifies the record in the database. The single arrow buttons move columns in the direction they point, one at a time. Double arrow buttons move all columns at once in the direction they point. Note that your Assigned Columns must be in the same order you specified them in the spreadsheet. The HR file is ready for import. 16 V6.0.0

21 Human Resource Imports e-center One provides four distinct import functions (HumanResource, AssignSpaces, HumanResourceSpaceLayout, UpdateSpaces) for associating (people) with Spaces (physical locations). Use the HumanResource import when you have several people to add to your database. Use the AssignSpaces import when you have already assigned to multiple Spaces who you want to move from one of the Spaces to another Space in the Portfolio. Use the HumanResourceSpaceLayout import when you want to associate people with spaces. This is most common when you create new databases and new portfolios. Use the UpdateSpaces import when you want to add, move, or delete Human Resources to or from Space assignments. Step Action 1 Click HR on the e-center One menu bar. Result The HR Search Form appears. 2 Click Record->Import. The Import Data dialog box opens. 3 Select an HR import type as the Document Type, Tab Delimited as the Format, and click Browse. The Select Import Data File dialog box opens. 4 Select the import file, and click Open. You return to the Import Data dialog box. 5 Click OK. The Import HumanResources Console opens. The Console shows Unassigned Columns in the left pane, and Assigned Columns and Keyed Status in the right pane. All columns are unassigned when the Console opens. 6 Use the directional buttons between the panes to move columns from Unassigned to Assigned. The single arrow buttons move columns in the direction they point, one at a time. Double arrow buttons move all columns at once in the direction they point. Note that your Assigned Columns must be in the same order you specified them in the import spreadsheet. 17 v6.0.0

22 7 Select the column to use for keyed status. The records are ready for import. 8 Click Import. The records are imported, the Console closes, and you return to the HR Search Form. For more information about the way e-center One controls import processing and queuing, please see Importing. 18 V6.0.0

23 Searching for If you manage a large number of Human Resource records, you can save time by filtering those records before beginning your search for the exact one you need. For example, you can search for a Human Resource record by the Business Unit to which the employee is assigned or by the building in which the person works. Step Action 1 Click HR on the e-center One menu bar. 2 Use the text boxes to narrow your search, and click Search. 3 Double-click the HR record you want to view or edit. Result The HR Search Form appears. The HR Search Results Form appears. The HR Console opens. 4 Click Record->Exit. The HR Console closes, and you return to the HR Search Results Form. 19 v6.0.0

24 Viewing You can view HR record data in e-center One search results as well as view HR assignments on the floor plans. From the Search Results Form Step Action 1 Click HR on the e-center One menu bar. 2 Use the drop-down lists and text boxes to narrow your search criteria, and click Search. 2 Select the person whose HR record you want to view in more detail. Result The HR Search Form appears. The Search Results Form appears. The selected row is highlighted. 3 Click the Information tab. The Human Resource Console opens. For details about the information available through the Human Resource Console tabs, see Human Resource Console. From the Floor Plan Step Action Result 1 Search for an HR record. The Search Results Form appears. 2 Select the person whose HR record you want to view in the floor plan. The selected row is highlighted. 3 Click the Information tab. The Human Resource Console appears. For details about the information available through the Human Resource Console tabs, see Human Resource Console. 4 Click Locations. The Human Resource Location Assignment Console appears. 5 Double-click the HR row. The Floor Drawing Console and the Space Console for the location open. The Floor Drawing Console is zoomed to the specified HR location. 20 V6.0.0

25 Index A Assigning, to Other Structural Units...13 C Consoles, Human Resource...3 H Information Exporting, Space Layout with...15 Importing, Space Layout with...17 Records Deleting...12 Editing...13 Exporting...14 Exporting, Layout Record...15 Importing...17 Searching...19 Viewing...20 Records...1, about Assigning to Business Units to Spaces HR Console... 3 HR Information... 9 HR Records adding Managing, in Floor Plans... 2 Managing, Information... 1 Search and Search Results Forms... 9, about... 1 I Importing HR Overview... 16, 17 Space Layout, with HR Information S Spaces Assigning, HR to HR Space Layout, export